CU’s Reporting Strategies for Student Systems October 2008

PeopleSoft’s Perspective on Reporting Enterprise data is meant to be accessed, analyzed, presented and used Technology has shifted and users’ demands and expectations have increased Rich Internet Applications provide personalized content in context To be effective and productive, users need their data where, when and how they want it In the tools and context they use In their language and localization Not just greenbar anymore…

PeopleTools Full spectrum of options Data Access & Manipulation Reporting & Presentation Process Monitoring Charting Business Intelligence Collaboration & Web 2.0 Insight

Why do we care about a reporting strategy? The ability to extract data from our transactional system is an expectation held at the highest levels of our institution. Previous PeopleSoft implementations fell short of expectations when initially rolled out. We are replacing a rich, distributed reporting environment, and a perceived step backward will not be tolerated. The landscape appears to be complicated, thus simplifying assumptions must be communicated.

Our PeopleSoft environment PeopleSoft HR 8.9 on Ptools 8.46 PeopleSoft Finance 8.4 on Ptools 8.44 No crystal, no nVision Lots of SQR Robust warehouse. Cognos

Our Student environment SIS on a mainframe. IDMS SQL. Query framework allows distributed (uncoordinated?) report writing, across all campuses. Significant amount of direct ODBC connection. SAS A great deal of creativity in overcoming system limitations via reporting solutions

What are the considerations in a reporting strategy? Current skill sets. Current staffing levels and patterns. Existing technology assets. Availability and timeliness of data. Performance. Expected longevity of tools. Anticipated investment in tools.

Where did CU start in forming the strategy? Read the landscape Understand the vendor roadmaps Understand internal staffing patterns Forecast needs and trends Looked at all possibilities then applied simplifying assumptions >> Targeted a 90% solution strategy

What questions does a strategy need to address? When to use the data warehouse vs. the transactional system What tools to use to create the report Who creates the reports To whom should reports be made available How should reports be delivered

What factors did we think would drive the answers? Brainstormed and arrived at this Suitability to Task matrix Quickly abandoned it!

How did we simplify from that point? Presumption lies with the warehouse If data exists, is timely enough, and has defined metadata, write the report against the warehouse. Use Cognos Report Studio for Enterprise level reports or Cognos Query Studio for ad hoc or department level reports Mandate rules for reporting against the transactional system PSQuery is preferred tool App Engine to be used for complex logic XMLP can be used in conjunction with either

What happened to the familiar favorites? We will not write new jobs in “batch object” technologies: SQR Crystal COBOL We will carefully evaluate ODBC connections via: Brio (reduce, diminish) MS Access (reduce, diminish) Anything else… (exception based with business case)

Who creates the reports? Will train current “super users” and report writers in Cognos Query Studio and PS Query. Will train functional experts in XML Publisher Project/UIS will write App Engines

How will reports be delivered? Via the PeopleSoft Enterprise Portal Data source should be invisible to end users Must indicate timeliness of data Enforce security either within the report itself or at the presentation layer Select reports will be available within the PS Menu structure Jobs that report data to regulatory and quasi-regulatory bodies, smell like a report, could be considered an interface—distinction is irrelevant

How to go from approach to implementation? 2-pronged approach: Functional team members think through business process and envision reporting needs. Gather information from report authors about anticipated needs See Report Inventory spreadsheet Ask the question: Is this report necessary? Based on select criteria and data presented, can we condense the separate reports into one? Use the decision tree to funnel appropriately

What else can you do with the PS reporting tools? Too much to enumerate, but here are a couple of ideas for taking advantage of XMLP Transcripts View the application for admission exactly as submitted by the applicant On-line chart/graph for the Admissions Funnel Does my preconceived notion of “report” limit me to thinking of something that looks like a spreadsheet?